Assistant to Dean, Dean of Sciences and Engineering (50013352)

Reports to: Dean of the School of Sciences and Engineering

Purpose: Reporting directly to the dean, the job holder is the de facto office delegate of the dean in matters pertaining to day-to-day administrative support activities for the dean and his office. Absolute confidentiality and discretion are a must. The assistant to dean provides and coordinates staff and office support, inclusive of special events and in collaboration with the director of projects and engagement, or other personnel as needed. The assistant to dean may serve on a variety of academic committees in a support capacity; liaison with departments and associate deans, as well as upper administration, inclusive of the President, Provost and University Counselor; they may liaison and/or accompany the dean in engagement of external stakeholders, inclusive of ministries, academic and industrial partners, and academic collaborators. The jobholder may also be delegated by the dean to carry out other administrative responsibilities in their absence. As such, the job holder is responsible for setting the tone of professionalism, standards of performance and cooperation among support staff and foster cooperative relationships and harmonious flow of work between deans, departments and other entities across campus.

Principal Accountabilities:

Executive and Office Support

  • Working independently, provide high-level executive support for the dean, with utmost confidentiality and discretion. Correspond on behalf of the dean as needed, manage calendar, schedule meetings, develop and collect agendas and materials
  • Manage the Dean’s extensive calendar, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedule. Work collaboratively with colleagues in the office to ensure optimal coordination of the senior leadership teams. Work collaboratively to schedule the dean’s numerous daily activities
  • Provides staff and office support for the dean, to include screening and handling telephone communications, directing visitors, and dealing with administrative problems and inquiries, as appropriate
  • Serves as a primary point of contact and liaison between school-wide and University-wide administrative offices, students, and external constituencies on a range of day-to-day issues
  • Organizes and facilitates meetings and special events. The latter in collaboration with the DPE's schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings (prepare regular meetings agenda, biweekly one-on-one chair meetings,  and events  organized  by  the  dean,  such  as  school  council,  school advisory board)
  • Develop and manage special projects as assigned by the dean and assist the DPE, as needed, in collaboration with relevant personnel and office staff
  • Review and refer or resolve complex and sensitive problems and concerns from internal and external constituencies, including governmental and non-governmental organizations and their staffs
  • Interpret policies and procedures, making decisions on specific operating problems and issuing instructions, draft confidential policy and draft project proposals
  • Attends dean’s meetings with academic clients, donors, and partners
  • Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate for dean’s approval
  • Schedules and coordinates dean's appointments and/or travel arrangements, and coordinates and oversees daily office activities
  • Gathers, enters, and/or updates data to maintain records and databases, as appropriate; establishes and maintains files and records for the office
  • Leads and guides the work of lower graded staff and/or student employees, as appropriate; may conduct and/or participate in training and evaluative sessions of staff
  • Enhances professional growth and development through participation in educational programs, current best practices literature, in-service meetings, and workshops
  • Disseminate the school’s announcements to faculty, staff and students
  • Access the Banner account to check students’ files upon the dean’s request and in the adjudication of cases
  • Prepare statistics and projections for school KPIs, budget allocations in collaboration with the director of planning and administration, decision support) and DPE

School Support

  • Confidential consultation on matters pertinent to initiatives, faculty and staff issues
  • Data collection and analysis relevant to strategic academic program development in the national and international context
  • Top-down liaison with associate deans, chairs, departments’ staff and bottom-up with the president, provost, institutional advancement and communication, University counsel; University auditor, and human resources
  • Large project design and implementation pertinent to faculty, staff and student activities
  • Assist in the development of school policies and implementation per University guidelines
  • Preparation of annual reports relevant to faculty performance, administrator appointments (chairs and program directors), and new faculty hires;
  • Translation of relevant documents and correspondence (English-Arabic, Arabic-English)
  • Certification of official communications on behalf of the school (academic-academic, academic-government)
  • Manage compilation and organization of honors’ assembly, assist with commencement, open houses, orientations
  • Manage compilation of endowed awards nominations and coordinate selection with dean’s committees

External Support

  • Identification and/or liaison with governmental offices and industrial partners
  • Organize mutual visits with a potential donor or collaborative entities, independently and in collaboration with DPE and AUC's institutional advancement
  • Communication with the school’s advisory board and organization of the annual meeting
  • Organization of on-campus events involving academic and industrial partners or potential partners and donors, such as workshops, IP announcements, global initiatives
  • Works with DPE in the engagement of international academic partners in curricular and research collaborations

Academic Support

  • Assisting the dean, associate deans, chairs and DPE with:
    • Survey of existing similar programs to maintain consistency with the Ministry of Higher Education requirements, while maintaining the unique character of AUC
    • Align curricular design with requirements and format consistent with:
      • AUC curricular requirements
      • International accrediting agencies
      • Work closely with four center directors in defining their academic rolls and resources in support of curricular initiatives
      • Work closely with the dean and DPE in the review of all pre-existing and future curriculum, not under ABET accreditation, to define AUC’s niche among Egyptian institutes
      • Preparation, management of internal application site and vetting of faculty, from SSE and AUC, applications to the Institute
  • Together with the director of planning and administration and DPE, maintain data in preparation for self-study of new programs and future accreditation, and/or viability
  • Data-mining to assist curricular development in an interdisciplinary work environment
  • Works closely with the senior manager of academic affairs on matters related to
    • long-term and short-term contracts
    • rotations, academic and industrial partnership
    • Faculty and adjunct loads
    • Staff concerns and mentoring

Requirements:

Minimum Education Requirement(s):

  • University degree in a related field 
  • A combination of science and administration backgrounds is a plus

Experience: Seven to nine years of experience in a relevant field including two years in a senior administrative role.

Skills:

  • Ability to proficiently communicate clearly and succinctly, verbally and in writing in English and Arabic
  • Excellent computer skills, organizational, and management skills 
  • Service-oriented
  • Problem-solving skills and handling complaints
  • Detail-oriented and confidentiality
  • Punctuality, timeliness and ability to meet deadlines
  • Maturity and confidence
  • Dynamic, creative self-starter
  • Must be able to travel, locally and internationally, occasionally accompanying the dean or faculty
  • Flexibility in working late as workload and projects require
  • A collegial team-player, with leadership and engaging skills

 

This position is open until October 9, 2019

 

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted. If interested, send an updated and detailed resume to hr2@aucegypt.edu, stating “50013352 Assistant to Dean in the subject line.

 

“We thank all individuals who have expressed interest in working at The American University in Cairo."